Admin Assistant - Intermediate (Adolescent Medicine)

Administrative Assistant Intermediate

UPMC Department of Pediatrics is hiring a full-time Administrative Assistant Intermediate to join their Adolescent Medicine team. This is a Monday through Friday daylight position from 8am to 4:30pm. No evenings, weekends, and select holidays off! This role will be responsible for meeting management and note taking, report generation, data dissemination, and general administrative duties. This role will also learn and cross-train with front office staff when needed for staffing.

This role will have an opportunity to work with adolescents and young adults aged 12-25, supporting a diverse range of patient populations across multiple programs and locations.

Purpose: Under general supervision, provides varied administrative support to a department, a group of professionals or multiple departments.

Responsibilities:

• Under general direction, provides varied administrative support to a department or group of professionals.
• May make travel arrangements.
• Maintains various accounting and budgetary records (i.e., completes expense reports).
• Collects, compiles, and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Researches, drafts, and/or abstracts reports (i.e., conduct initial research to gather information for Supervisor regarding topic of interest).
• May also perform all responsibilities of an Administrative Assistant - Associate:
• Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains varied office files, logs, and records office activities.
• Orders office supplies and maintains office equipment.
• Answers, screens, and routes incoming calls and messages.
• Responds to routine questions
• Greets, screens, and directs visitors to appropriate staff member.
• Reviews administrative procedures and interprets them for employees.
• Maintains supervisor's calendar (i.e., proactively schedules meetings on supervisor's behalf, makes recommendations for large meeting venues and catering, takes leadership role to ensure meetings flow smoothly).
• Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
• Composes routine, general, and unique/independent correspondence (i.e., sends more than standard emails, begins to modify content of email on behalf of department head, reads and answers correspondence).

Qualifications:

• High school diploma or equivalent
• Three years experience in an administrative support role
• Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software
• Ability to use applicable MS Suite products
• Working knowledge of business processes and procedures
• Knowledge of basic accounting and financial principles and functions
• Ability to analyze data and use basic reasoning skills
• Licensure, Certifications, and Clearances:
• Act 31 Child Abuse Reporting with renewal
• Act 33 with renewal
• Act 34 with renewal
• Act 73 FBI Clearance with renewal

UPMC is an Equal Opportunity Employer/Disability/Veteran